Client Portal Training Manual

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3 Nexsure Training Manual Client Portal Training Manual Version Page

4 Nexsure Training Manual 2011 XDimensional Technologies, Inc. All rights reserved. No part of this documentation shall be reproduced, or transmitted by any means, electronic, photocopying or otherwise, without the express written permission of XDimensional Technologies, Inc. No copyright or patent liability is assumed with respect to the use of the information contained herein. Although, precautions have been taken while preparing this documentation, the publisher and author(s) assume no responsibility for errors or omissions, neither is any liability assumed for damages resulting from the use of the information contained herein. The information in this documentation is subject to change without notice and does not represent a commitment on the part of XDimensional Technologies, Inc. Trademark All terms mentioned in this book that are known to be trademarks or service marks have been appropriately capitalized. XDimensional Technologies, Inc. cannot attest to the accuracy of this information. Use of a term in this book should not be regarded as affecting the validity of any trademark or service mark. Nexsure is a registered trademark of XDimensional Technologies, Inc. Page II

5 Nexsure Training Manual Table of Contents Table of Contents Chapter 1 Client Access... 1 Client Access Portal Setup... 1 Client Login... 2 Status... 4 User Session Logging Notification... 6 Configuring Attachment Notifications... 8 Adding Announcements... 9 Resource Center Color Schemes Utilization Creating Security Templates for Clients Adding/Copying and Editing User Right Templates Copying User Rights Templates Editing User Rights Templates Granting Access to Client Records Adding Client Login Chapter 2 The Client Portal Experience The Client Portal Experience Page III

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7 Nexsure Training Manual - Client Portal Chapter 1 Chapter 1 Client Access In This Chapter Client Access Portal Setup Creating Security Templates for Clients Granting Access to Client Records Adding Client Login There are four steps that must be completed prior to granting clients access to data. These four steps are: Client Access Portal Setup Creating Security Templates for Clients Granting access to client records Adding Client login Each of these steps is included in this Chapter. Once these steps have been successfully completed, clients granted access will have the ability to view data. Client Access Portal Setup The portal setup allows the administrator to customize the client access portal. To access portal customization, click on the SETUP link located on the Utility menu. On the Setup Console click the Client Access link to see a description for each setup option available. Page

8 Chapter 1 Nexsure Training Manual - Client Portal To begin configuring the portal, on the Setup Console click on the plus beside Configuration then the General link to bring up the General Configurations screen. Client Login The first option on this screen is to identify what type of login is desired for client access. There are two options available; the Nexsure portal login or adding the login ID and password fields to the agency website. To add the login to the agency website, select the Login from my site option, enter the website address in the space provided. Click the [View Sample Code] link, then copy and paste the code into the website s source code where the 350 X 200 pixel login box is to be located. Page

9 Nexsure Training Manual - Client Portal Chapter 1 Website login example: If preferred, the Nexsure portal may be used by selecting the Portal.Nexsure.com option. Selecting this option will present the following login screen to the client: Page 3

10 Chapter 1 Nexsure Training Manual - Client Portal Status Enabling the portal is as easy as clicking the check box beside Access Portal Enabled and clicking the [Save] link. Enabling will allow any clients granted access to login and see data. After clicking [Save] and selecting the Access Portal Enabled check box, a comments window will be displayed providing a place to document why the portal is being enabled or disabled. Be sure and complete this information since it will help keep track of why the portal status was changed. Page

11 Nexsure Training Manual - Client Portal Chapter 1 To view the status history, click the [View History] link. To disable the portal, deselect the Access Portal Enabled check box. Communicate with clients when the portal is disabled by customizing the portal disabled message. Once the message has been entered, click the [Save] link to store the text. This message will be displayed when the client attempts to login. Page 5

12 Chapter 1 Nexsure Training Manual - Client Portal User Session Logging Under the disabled message box is a User Session Logging check box. When this box is checked Nexsure will capture information for reporting found under the Utilization link. For details on what type of report is provided see Utilization in this chapter. Notification In order for clients to access the portal the user will need to be notified how and where to login. Customize this communication in the Notification section of setup. Any fields with a red * asterisk beside them are required. The from name and address fields should be a name that can be used for the entire Org. For the subject enter a brief description that easily identifies what the is regarding. To provide a starting point a default message has been added and may always be returned by clicking the [Restore Default] link. The message may be changed entirely but must include the following data variable fields in order for the message to be saved: User name Login URL Password If all of the required fields are not included, a message will display advising which missing fields should be included. When composing the message, be sure and include text notifying the client that the password assigned in the is temporary and the user will be required when logging in the first time to change the password. To add the data variable fields, place the cursor where the field will be placed and right click in the message to display the variables to add to the . Left-click on the variable to insert into the . After completing the , click the [Save] link to store. To see a sample of the , click the [View Sample] link. Page

13 Nexsure Training Manual - Client Portal Chapter 1 These outgoing s can be tracked on the HOME > DELIVERIES screen and client level deliveries. The data field definitions are as follows: Field Name Organization Name Organization Primary Address Branch Name Branch Primary Address Branch Primary Contact Employee Name Employee Location User First Name User Last Name Username Login Password Login URL Definition Organization Name added at Nexsure Org level Organization primary address added at Nexsure Org level Primary Branch assigned at client level Primary Branch address as added to Branch in Organization Branch setup Primary Branch contact as added to Branch in Organization Branch setup Employee who is providing access to the client Employee location is for the employee who is providing access to the client Client contact being granted access to the portal Client contact being granted access to the portal Client contact username being granted access to the portal Client contact password being granted access to the portal URL as identified in the Nexsure portal setup Page

14 Chapter 1 Nexsure Training Manual - Client Portal Configuring Attachment Notifications To notify staff when a client has added an attachment in the Client Portal, the attachment configuration must be setup. Do this by clicking the Main Menu link in the Setup Console on the Utility screen and then the Attachments link. If the primary on the account should be notified when the contact has added an attachment, select the notification type of and/or action. To save the changes, click the [Save] link in the upper right corner of the screen. To add Other Assignments, click the [Add New] link and select the responsibility from the drop-down box and identify the notification type. Click the Enabled check box to enable the notification. If the Enabled check box is not selected, no notification will be received. Page

15 Nexsure Training Manual - Client Portal Chapter 1 Once a Responsibility has been added, the Responsibility is displayed on the summary screen showing notification settings and enabled status. Once a Responsibility is added, it will no longer be in the list to select to avoid redundancy. If the selected Responsibility is not on the account, the primary assignment on the account will receive an action or an based on the missing responsibilities assignment. This is done to make sure someone is aware of the addition of attachments. To edit the settings, click the Details icon beside the Responsibility. To remove the Responsibility entirely, click the Remove icon. Adding Announcements Announcements may be added to the Client Portal to notify the client of something the user needs to be aware of. This is done by clicking the Announcements link found on the Setup Console under Client Access > Configuration > Main Menu. Next, click the [Add New] link to add an announcement. Page

16 Chapter 1 Nexsure Training Manual - Client Portal If a pop-up message is desired, select the Message in pop-up window option. Enter a Title for the announcement and in the Announcement Message box enter the announcement text. If a webpage link is desired, select the Redirect to another website option and enter the URL for the webpage in the Redirect URL box. Use the Test URL button to make sure the webpage is dispayed. All fields flagged with a red * asterisk are required and must be completed in order to save the announcement. Regardless of whether the announcement is a text box or a URL a title must be entered. The Title will be displayed in the portal as a link for the client to click to bring up the announcement. The Title box will hold up to 21 characters. When the user clicks the title displayed in the portal the announcement or webpage will be displayed. The announcement is enabled by clicking the Status check box for Enabled. If the announcement needs to be disabled, deselect the Enabled check box and and click Save to re-enable later. Only enabled announcements will display in the portal. The Viewable by Client Type choices are Personal and/or Commercial and at least one of these must be selected. Clients in Nexsure are designated as either personal or commercial account types. When commercial is the viewable choice only those clients designated as Commercial in Nexsure will see the Announcement link. When personal is the viewable choice only those clients designated as Personal in Nexsure will see the Announcement link. When both Commercial and Personal boxes are checked then both account types will see the Announcement link in the portal. Page 10

17 Nexsure Training Manual - Client Portal Chapter 1 To further limit the view, select specific classifications to allow the announcement only to be viewable by those with selected classifications. In Nexsure, classifications can be added at both client and policy levels. The classifications added at client level are used to determine which clients will be able to view the announcements. Follow the steps below to select the classifications to view specific announcements: To select the classification, select a class code from the Code Class drop-down box. The Code Designation box will include any designations not previously added to the announcement. Click a Code Designation to select and use the Ctrl key to select randomly. Click the Add button to add the selected Code Designation(s) to the Remove Classification box. If classification descriptions need to be removed, select the Select All or Deselect All check box or choose separately by clicking the classification description s boxes and then click the Remove button. Any classification still in the Remove Classification box will be the classifications to see the Announcement link in the Client Access Portal. To save or update the announcement, click the Save button. To abort, click the Cancel button. Page 11

18 Chapter 1 Nexsure Training Manual - Client Portal Resource Center Use the Resource Center to add important website links for client s easy access. To add website links that would be of interest to clients in the portal, click the Resource Center link found on the Setup Console under Client Access > Configuration > Main Menu. All boxes flagged with a red * asterisk are required and must be completed in order to save the resource. The title will be displayed in the portal as a link for the client to click to open the website. The resource is enabled by clicking the Status check box for Enabled. If the resource needs to be disabled, deselect the Enabled check box and and click Save to re-enable later. Only enabled resources will appear in the portal. The Viewable by Client Type choices are Personal and/or Commercial and at least one of these must be selected. Clients in Nexsure are designated as either personal or commercial account types. When commercial is the viewable choice only those clients designated as Commercial in Nexsure will see the Resource Center link. When personal is the viewable choice only those clients designated as Personal in Nexsure will see the Resource Center link. When both Commercial and Personal boxes are checked then both account types will see the Resource Center link in the portal. To further limit the view select specific classifications to allow the resource only to be viewable by those with selected classifications. In Nexsure classifications can be added at both client and policy levels. The classifications added at client level are used to determine which clients will be able to view the resource links. Use the steps below to select the classifications to view specific resources: To select the classification, select a class code from the Code Class drop-down box. The Code Designation box will include any designations not previously added to the announcement. Click a Code Designation to select and use the Ctrl key to select randomly. Click the Add button to add the selected Code Designation(s) to the Remove Classification box. If classification descriptions need to be removed, select the Select All or Deselect All check box or choose separately by clicking the classification description s boxes and then click the Remove button. Any classification still in the Remove Classification box will be the classifications to see the Announcement link in the Client Access Portal. To save or update the announcement, click the Save button. To abort, click the Cancel button. Page 12

19 Nexsure Training Manual - Client Portal Chapter 1 Color Schemes Customization of the portal makes it possible to provide a seamless look with the website if desired. To change the color scheme, click the Color Schemes link found on the Setup Console under Client Access > Configuration > Main Menu. Page 13

20 Chapter 1 Nexsure Training Manual - Client Portal Before adding the logo, first be sure it s a GIF file type of 127 pixels wide and 58 pixels high on a white background. Next, click the Add Logo link located on the upper right corner of the screen. In the Add Logo dialog box, click the Browse button, locate, select the logo and click the Load button. The logo is now displayed under the Custom Logos heading. Click the option beside the logo and click the Save Changes link in the upper right corner of the screen to add to the portal. Selecting the portal color scheme is next. This may be done by clicking the option beside any of the supplied standard colors. To enter a custom color, click the option for Custom Color and type in the HTML color code (Be sure to use browser safe colors so that the website will look the same on most monitors). After selecting or entering the color code, click the Save Changes link. To clear the screen of logos, color selections and return to Nexsure defaults, click the Restore Default link. Page 14

21 Nexsure Training Manual - Client Portal Chapter 1 Utilization If the User Session Logging check box is selected on the General Configuration screen, this link will allow a high-level report to be run. On the Setup Console, click the Client Access link and then the Utilization link to display the screen. To get the report, enter the From and To dates keeping in mind that the report will only return data for up to one year. The Usage Summary Report provides high-level statistics of client access including: distinct visits, unique users, session length, average number of visits per day, and the highest number of concurrent users. The details by user provides a breakdown of activity by user, including number of visits, time spent on the portal, average session time, and the average number of pages viewed. The activity by user provides a breakdown of the activities the users are initiating, such as requesting Auto ID cards and Certificates of Insurance. Notes Page 15

22 Chapter 1 Nexsure Training Manual - Client Portal Creating Security Templates for Clients Creating security templates for clients is step number 2 of granting access to the Client Portal. Creation of security templates are as follows: Adding/Copying and Editing User Right Templates The User Rights Templates are added by each organization to grant certain security rights to clients who will share the same rights. To add a new template, use the following steps: Adding User Rights Templates After clicking SETUP on the Utility menu, the Security Administration link on the Setup Console, click the user rights templates tab. Select the Entity Type of Client to allow security levels to be added, edited, copied or deleted for client security. Click the [Add] link located on the upper right of the user rights templates screen. Page 16

23 Nexsure Training Manual - Client Portal Chapter 1 Enter a name for the template so it will be easy to recognize when applying to the client. A description is entered to help identify who/what the template is intended for. This is especially important since more than one staff member may be updating this area. From the Entity Type drop-down box, Client is selected to display the Resource Groups for client. After entering this information, click the Save link on the Navigation Toolbar to store the information. Navigate through each section of the Resource Group on the navigation tree and check all boxes in the rights where security is to be granted. After completing security choices be sure and click the Save link on the Navigation Toolbar to store. Page 17

24 Chapter 1 Nexsure Training Manual - Client Portal Security Rights Definitions To help determine what security rights to grant, below is a description for each permission available in each Resource Group. Use this information when adding, modifying or copying Security Templates. Under the Resource Group of Client permissions to Attachments, Quotes and Summary of Insurance rights may be granted. Attachments - Grant client permissions to view, add or delete attachments in the Client Portal as follows: View To grant permissions for a client to view any attachments in the portal that were added to the client record in Nexsure either by the client or by the employee, select the View check box. Add To grant permissions for a client to add a new attachment in the portal and to Nexsure, select the Add check box (Be sure to setup the attachment notifications as shown above in setup instructions if granting clients rights to add attachments). Delete To grant permissions for a client to have the ability to delete only attachments added by the client in the portal and in Nexsure, select the Delete check box. Page 18

25 Nexsure Training Manual - Client Portal Chapter 1 Quote - Grant client permissions to view marketing in the Client Portal as follows: View To grant permissions for a client to view the marketing summary screen in the portal that were added to the client record in Nexsure, select the View check box. Summary of Insurance - Grant client permissions to view coverages in the Client Portal as follows: View To grant permissions for a client Re Page 19

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27 Nexsure Training Manual - Client Portal Chapter 1 Under the Resource Group of Policy permissions Certificates, Policies, Proof of Coverage and Verification rights may be granted. Certificates - Grant client permissions to view certificates in the Client Portal as follows: View Granting view permissions for certificates will allow the client to view and/or print any certificates issued for any policies the user has been granted access to view. To provide view permissions, select the View check box. Policies - Grant client permissions to view policies in the Client Portal as follows: View To grant client permissions to view the policy summary for policies the client has been granted access to view, select the View check box. Page 21

28 Chapter 1 Nexsure Training Manual - Client Portal Proof of Coverage - Grant client permissions to access the Proof of Coverage link in the Client Portal as follows: View Granting view permissions for proof of coverage activates the Proof of Coverage link in the Client Portal. To provide permissions for proof of coverage, select the View check box. Verification - Grant client permissions to Auto ID Cards in the Client Portal as follows: View To grant a client permissions to view and/or print posted Auto ID Cards for policies the client has been granted access to view, select the View check box. Page 22

29 Nexsure Training Manual - Client Portal Chapter 1 Under the Resource Group of Portal permissions Announcements and Resource Center rights may be granted. Announcements - Grant client permissions to view Announcements in the Client Portal as follows: View Granting view permissions for Announcements will allow the client to view announcements posted to the portal when the User Type and/or Classification matches. To provide permissions for Announcements, select the View check box. Page 23

30 Chapter 1 Nexsure Training Manual - Client Portal Announcements to display as added to announcement setup in Nexsure. Resources - Grant client permissions to view Resources in the Client Portal as follows: View Granting view permissions for Resources will allow the client to view resources posted to the portal when the User Type and/or Classification matches. To provide permissions for Resources, select the View check box. Page 24

31 Nexsure Training Manual - Client Portal Chapter 1 Copying User Rights Templates After adding a template, it may be copied to save time when other security templates need to be added. To use this feature, select the Entity Type, User Template Type to be copied and click the [Copy] link. When adding a new template, enter the Template Name and a Description that will help identify the template to others setting up or modifying templates later. Notice that the Entity Type of Client cannot be changed. This is because the client template is being copied and should not be changed to another entity type. Page 25

32 Chapter 1 Nexsure Training Manual - Client Portal The template is copied and only requires Resource Group permission alterations as needed. Click the Save link on the Navigation Toolbar once edits are complete to store the newly copied template. Editing User Rights Templates After adding a template, it may be edited to modify security settings. To use this feature, first select the Entity Type and select a User Template Type to edit from the list. Click the [Edit] link at the top right of the screen. On the Templates screen, navigate through each section of the Resource Groups on the navigation tree, select all check boxes under permissions in the middle of the screen where security is to be granted, deselect check boxes where security should not be granted. After completing each section, be sure and click the Save link on the Navigation Toolbar to store. Page 26

33 Nexsure Training Manual - Client Portal Chapter 1 Notes Page 27

34 Chapter 1 Nexsure Training Manual - Client Portal Granting Access to Client Records The third step is to select the marketing records, policies and attachments that the client will have access to. To do this, locate the client on the SEARCH screen. Click the client Details icon to display the client record. To allow the client to view the Quotes in the Client Portal, click the MARKETING link on the Client menu. On the marketing tab, click the Details icon on the marketing record to display the underwriting screen. Click the assignment tab on the marketing record. Under the Navigation Toolbar are the Viewable by Portal User options. Select the Client check box and on the Navigation Toolbar click the Save Changes link. Page 28

35 Nexsure Training Manual - Client Portal Chapter 1 In the dialog box, select the All button to make sure that the client will not only be able to view this record but also the In Force policy if the record is placed In Force from marketing. Granting access only to this record by clicking the Selected button will only allow them to view this record. Clicking the Cancel button will abort the process. Repeat this process for each quote that the client needs to have access to in the portal. To allow the client to view the policies in the Client Portal, click the POLICIES link on the Client menu. On the policy summary screen, click the Details icon on the policy to bring up the underwriting tab and click the assignment tab. Under the Navigation Toolbar are the Viewable by Portal User options. Select the Client check box and on the Navigation Toolbar click the Save Changes link. Page 29

36 Chapter 1 Nexsure Training Manual - Client Portal In the dialog box, select the All button to be sure that the client will not only be able to view this record but the current policy once changes have been made to the record. Granting access only to this record by clicking the Selected button will only allow them to view this specific record. Clicking the Cancel button will abort the process. Repeat this process for each policy that the client needs to have access to in the portal. When determining which policies to grant client access to, keep in mind that for the client to view or print issued certificates or auto ID cards the client must also have permission to view the policy(ies) the certificates and auto IDs were issued from. To allow the client to view specific policy attachments in the Client Portal, click the attachments tab at underwriting level. Click the document type (in this example, Microsoft Excel bring up the Update Attachment screen. icon) icon on the attachment record to Page 30

37 Nexsure Training Manual - Client Portal Chapter 1 Under the document description are the Viewable by Portal User options. Select the Client check box and click the OK button to save. Clicking the Cancel button will abort the process. Repeat this process for each policy attachment the client should have access to in the portal. Note: The Viewable by Portal User option may be added to attachments when adding to the policy at the bottom of the Add New Attachment screen. Notes Page 31

38 Chapter 1 Nexsure Training Manual - Client Portal Adding Client Login The fourth and final step is to grant the client contact access to the portal. To do this, click on the Client Profile link and the contacts tab. If the contact does not exist, click the [Add New] link to add the new contact. If the contact does exist, click the Details icon to display the client contact details. In order to provide client access to this contact, an address in first address field is required. Since the address is used for the login name, be sure that the address entered is exact. Next scroll down to the bottom of the screen and click the Click here to make this user a contact a user text. Note: In this first phase, the ability to change the login name has not been added. Page 32

39 Nexsure Training Manual - Client Portal Chapter 1 The Login Name is added and the temporary password must be added meeting the password requirements in Security Setup. Once a user logs into the portal for the first time, the user will be prompted to change the user s password. After entering the temporary password in the two fields provided, select the client s time zone from the Time Zone list. Select the Automatically adjust the clock for Daylight Savings Time (DST) check box. To limit client contact access be sure and enter the Login expiration date and time. To the Org administrator when the contact logs in, select the Notify admin upon login check box. To disable the contacts login, select the Login Disabled check box. To provide the level of security in the User Rights list, select the user rights template appropriate for this contact that was added previously in Security Setup. To save the client contact s Login Information and grant access to the portal, click the [Save] link on the top right. Note: If Notify admin upon login is selected, a valid address for the Org administrator must be saved in the security policy tab s address to notify upon user login box. Access security policy from SETUP > Security Administration on the Setup Console > security policy tab. Page 33

40 Chapter 1 Nexsure Training Manual - Client Portal When [Save] is clicked the user will be sent the created in Client Access Setup advising the user as to what the login information is. To confirm, click the DELIVERY link on the Client menu and click the [Show] link. Click the Clear button and type in portal access in the Title box and click Search. Click the Details icon to see what was sent to the client. Search for all Client Portal access s from the HOME > DELIVERY screen using the same method. Keep in mind that the delivery is sent to the client contact s address and must be correct in order for the message to be received. Notes Page 34